Adelaide Soaring Club Inc. Version 4 Registered Office PO Box 94, Gawler SA 5118 Principal Place of Business Gawler Aerodrome 1 Ward Belt Road, Ward Belt SA 5118 Telephone: (08) 8522 1877 Facsimile: (08) 8522 3177 Email: adsoar@adsl.on.net
Document Information Approval Version 4 of this document was approved at the ASC s committee meeting on 28 th June 2016. Revision History Version No. Date Author/Originator 1 03/12/2013 Paul Brown 2 26/03/2014 Paul Brown 3 30/10/2014 Paul Brown 4 28/06/2016 Andrew Wright ASC Safety Management Plan, (Uncontrolled if Printed) 2 of 13
Table of Contents 1. ABBREVIATIONS AND DEFINITIONS... 4 1.1 Abbreviations... 4 1.2 Definitions... 4 2. INTRODUCTION... 5 3. SAFETY POLICY AND OBJECTIVES... 6 3.1 Safety Policy - Management Commitment and Responsibilities... 6 3.2 Safety Accountability and Responsibilities... 7 3.2.1 Accountable Manager (AM)... 7 3.2.2 Club Safety Officer (CSO)... 7 3.2.3 Safety Committee (SC)... 8 3.2.4 Members of the Club... 8 4. EMERGENCY RESPONSE PLAN... 9 4.1 Preparedness... 9 4.2 Response... 9 4.3 Review and Test of the Plan... 9 5. RISK MANAGEMENT... 10 5.1 Overview... 10 5.1.1 Hazard Identification Process... 10 5.1.2 Risk Assessment... 10 5.1.3 Risk Mitigation... 10 5.1.4 Monitor and Review... 11 5.1.5 Communicate and Consult... 11 5.2Reporting Systems... 11 5.2.1 Internal Reporting System... 11 5.2.2 Statutory Reporting Requirements... 12 6. SAFETY ASSURANCE... 12 6.1 Safety Performance Monitoring and Measuring... 12 6.2 Internal Safety Investigation... 12 6.3 Safety Audit/Review Process... 12 7. SAFETY PROMOTION AND DOCUMENTATION... 13 7.1 Safety Training and Education... 13 7.2 Safety Communication... 13 7.3 Club Documents... 13 ASC Safety Management Plan, (Uncontrolled if Printed) 3 of 13
1. ABBREVIATIONS AND DEFINITIONS 1.1 Abbreviations ALARP AM AO ASC ATSB CASA CFI CSO ERP GAM GFA LSA RAAus SC SMP SMS SPI As Low as Reasonably Practicable Accountable Manager Airworthiness Officer Adelaide Soaring Club Australian Transport Safety Bureau (Australia) Civil Aviation Safety Authority Chief Flying Instructor Club Safety Officer Emergency Response Plan General Airfield Manager Gliding Federation of Australia Light Sport Aircraft Recreational Aircraft Australia Safety Committee Safety Management Plan Safety Management System Safety Performance Indicator 1.2 Definitions Hazard Risk Third Parties A condition, event or circumstance that has the potential to cause harm to people or damage to aircraft, equipment or structures. The potential outcome from the hazard and is usually defined in terms of the likelihood of the harm occurring and the severity if it does. Other airfield users, maintenance organisations, and other parties we business with. ASC Safety Management Plan, (Uncontrolled if Printed) 4 of 13
2. INTRODUCTION The Adelaide Soaring Club (ASC) is an incorporated organisation consisting of members who share a common interest in gliding and powered sport aircraft and the activities associated with them. The club owns a fleet of aircraft, and also owns infrastructure such as buildings and equipment. Some members take part in club activities which do not directly involve flying, such as social events and aerodrome maintenance. The ASC is the lessee of the Gawler aerodrome through a head lease with the Light Regional Council, and subleases portions of land to members for the purpose of erecting hangars. The ASC manages operations at the aerodrome through the authorities exercised by the club s elected committee, and by officers appointed by the committee. The club is committed to maintaining and improving the safety of all of its operations. It recognises that compliance with legitimate rules, regulations and standards is a necessary part of achieving this, but that the best outcomes can only be reached when all members display a professional and personal attitude of care and respect for the health, safety and wellbeing of ourselves and those around us. The provision of services supporting gliding and LSA activities often involves third party service providers, contractors, and suppliers. As the contracting organisation, ASC holds overall responsibility for the safety of services provided by the contractor. ASC will be a learning organisation which recognises that education, training and experiential learning are central to achieving good safety outcomes. ASC Safety Management Plan, (Uncontrolled if Printed) 5 of 13
3. SAFETY POLICY AND OBJECTIVES 3.1 Safety Policy - Management Commitment and Responsibilities Our commitment is to: Develop and maintain a culture which is open, just, encourages learning and fosters safety. Clearly define for all members their accountabilities and responsibilities for the development and delivery of safety outcomes for flying and all activities on the Gawler airfield. Minimise the risks associated with aircraft operations to a point that is as low as reasonably practicable/achievable. Ensure that externally supplied systems and services that impact upon the safety of our operations meets appropriate safety standards. Actively develop and improve our safety processes. Comply with legislative and regulatory requirements and standards. Ensure that all members are provided with adequate and appropriate safety information and training, are competent in safety matters and are only allocated tasks commensurate with their skills. Ensure that sufficient skilled and trained resources are available to implement safety strategy and policy. Establish and measure our safety performance against realistic objectives and/or targets. Achieve the highest levels of safety performance in all our activities. Aim to continually improve our safety performance. Conduct safety management reviews and ensure that relevant action is taken. Ensure that the application of effective safety management systems is integral to all our activities, with the objective of achieving the highest levels of safety standards and performance. Ensure all visitors to the airfield remain under the supervision of a member unless they have been inducted to the field. Signature: Name: Steve Pegler ASC President ASC Safety Management Plan, (Uncontrolled if Printed) 6 of 13
3.2 Safety Accountability and Responsibilities 3.2.1 Accountable Manager (AM) The AM is the club President and has overall responsibility for the performance and supervision of the Adelaide Soaring Club Safety Management System (SMS) including: Establishing and promoting the GFA and RAAus safety management systems as required by the Deed of Agreement between the GFA, RAAus and CASA. Ensuring the club safety system is properly implemented and performing to requirements. Controlling the financial and human resources required for the proper implementation of safety systems within the Adelaide Soaring Club. Promoting an awareness of the roles and responsibilities in respect of the safety policy, safety standards and safety culture of the Adelaide Soaring Club. Ensuring that an individual for the position of Club Safety Officer is appointed. 3.2.2 Club Safety Officer (CSO) The CSO is appointed by and reports directly to the AM and must ensure that the AM is kept properly informed on safety matters. The CSO is not the sole person responsible for safety, he/she is however responsible for the administration and facilitation of the safety management system. The CSO should have a sound understanding of safety management principles. The CSO will have responsibilities for: Establishment, implementation and maintenance of the safety management plan. Conducting regular evaluation, reviews and fine tuning of the safety programme. Provision of safety advice to the ASC. Promotion of safety awareness and a positive safety culture. Liaison with the Civil Aviation Safety Authority (CASA) and the Australian Transport Safety Bureau (ATSB) on safety-related issues is undertaken as required. Liaison with the GFA Regional Safety Manager. Liaison with the RAAus Regional Safety Manager. Investigation of and reporting on safety occurrences. Adoption of a reporting system based on just culture. Maintenance of safety documentation. Oversight of the internal and external safety audit programmes. Maintenance of the Emergency Response Plan (ERP). ASC Safety Management Plan, (Uncontrolled if Printed) 7 of 13
3.2.3 Safety Committee (SC) The SC is a sub-committee of the ASC s management committee. The SC will be chaired by the AM and include the CSO, the CFIs (gliding and LSA), the Airworthiness Officer (AO) and the General Airfield Manager (GAM). The role of the SC includes: Overseeing operational safety. Managing hazard identification activities. Implementing corrective actions to mitigate risk. Making recommendations to the ASC committee concerning safety policy and objectives. Making recommendations of safety performance indicators along with safety performance targets for the organisation to the ASC committee. Reviewing safety performance and outcomes. Facilitating improved safety training and promotion activities. Assessing the impact of operational change on safety. The SC will meet at least once every twelve months and formal minutes of the meeting will be kept. 3.2.4 Members of the Club All members: Must ensure that they comply with all ASC safety policies, procedures and practices. Must report all safety related occurrences including identification of hazards, incidents and accidents. ASC Safety Management Plan, (Uncontrolled if Printed) 8 of 13
4. EMERGENCY RESPONSE PLAN 4.1 Preparedness The ASC will design, implement, test and review the performance of the Emergency Response Plan (ERP). 4.2 Response The ERP will be activated in the event of a major occurrence. It will provide: Orderly and efficient transition from normal to emergency operations. Assignment of emergency responsibilities. For coordination of efforts to cope with the emergency. For a safe continuation of operations or return to normal operations as soon as possible. 4.3 Review and Test of the Plan The ERP will be tested at least every two years. ASC Safety Management Plan, (Uncontrolled if Printed) 9 of 13
5. RISK MANAGEMENT 5.1 Overview The safety risk management process starts with identifying the hazards affecting the safety of the organisation and then assessing the risks associated with the hazards in terms of likelihood and severity. Once the level of risk is identified, appropriate remedial action or mitigation measures can be implemented to reduce the level of risk to as low as reasonably practical (ALARP). These will then be measured to ensure effectiveness. 5.1.1 Hazard Identification Process Hazards can only be controlled if their existence is known. They will be identified from a range of sources including: Brain-storming using experienced personnel. Development of risk scenarios. Feedback from the Training Panel. Safety surveys and operational oversight safety audits. Monitoring of normal operations. Investigations of accidents and serious incidents. Information exchange systems (similar operators, regulators, etc.). The CSO will record all hazards in the ASC s Risk Register and over time the database of reportable hazards will enable us to: Identify hot spots that need particular attention. Share information with other clubs. When enough data is collected, conduct trend analysis which can provide the basis for improvement of hazard identification. 5.1.2 Risk Assessment The CSO will facilitate risk assessment activities. Other club members with the relevant expertise are encouraged to participate or be called from time to time by the CSO to assist. After the development of an initial risk assessment, the ongoing process includes an evaluation of the information contained within Occurrence Report/s as well as commissioning further collection of additional data as required. The Risk Assessment Matrix will be used to determine the risk of an occurrence by determining the likelihood and consequence of the occurrence. 5.1.3 Risk Mitigation Mitigation measures are actions or changes, such as changes to operating procedures, equipment or infrastructure, to reduce either/both the consequences and/or likelihood. Risk mitigation strategies at ASC will generally fall into four categories: Avoidance: The operation or activity is cancelled or avoided because the safety risk exceeds the benefits of continuing the activity, thereby eliminating the risk. ASC Safety Management Plan, (Uncontrolled if Printed) 10 of 13
Reduction: The frequency of the operation or activity is reduced or action is taken to reduce the magnitude of the consequences of the risk. Segregation: Action is taken to isolate the effects of the consequences of the risk or build in redundancy to protect against them. Procedures and Rules: Procedures and/or rules are used to manage the risk to ALARP. 5.1.4 Monitor and Review During the risk assessment process, the assumptions, methods, data sources, analyses, results and reasons for decisions will be recorded by the CSO. This is important for continuous improvement and achievement of the safety objectives and targets. Risks and the effectiveness of treatment measures will be monitored to ensure changing circumstances do not alter priorities. 5.1.5 Communicate and Consult Having completed the ASCs Risk Register, it is then used as an active tool to communicate and consult on the ASC s risks and agreed mitigations. New risks and hazards are added to the register as they occur and at times of periodic review, and following incident reports that identify new or changed risks. 5.2 Reporting Systems Through the safety reporting system, underlying situations or conditions that have the potential to endanger the safety of club activities can be identified. Greater levels of reporting, even what may be classified as minor issues, will allow us to monitor the safety performance of our organisation and to identify developing safety trends. The investigation process will not focus solely on the active failures, as they are not the root cause of the event. All investigations will attempt to address the actual factors that contributed to the event. Due to the relatively small size of the ASC, there is the likelihood that at times it may be difficult to ensure confidentiality. ASC recognises that in order to maintain a reporting culture, no blaming of individuals will take place when that person has made an honest mistake. Sanctions will only be applied when there is evidence of a conscious violation or intentional reckless or negligent behaviour. ASC implements the principles of Just Culture. 5.2.1 Internal Reporting System All ASC members and organisations that interface with the ASC are encouraged to actively participate in the safety reporting system. Safety reports will be submitted using the Occurrence Report Form. Copies of the form are available at the office or electronically and once completed will be sent to the CSO. Upon receipt of an Occurrence Report, the CSO will evaluate and prioritise it, complete the relevant sections and coordinate any action required, e.g. enter into the ASC s Risk Register, pass to the CFI or AO. 5.2.2 Statutory Reporting Requirements We will comply with all statutory reporting requirements. ASC Safety Management Plan, (Uncontrolled if Printed) 11 of 13
6. SAFETY ASSURANCE Safety assurance monitors the performance and effectiveness of the SMP. This will ensure that the plan stays relevant to its stakeholders and reflects the needs of club members who share a common interest in safe gliding and flying of powered sport aircraft. 6.1 Safety Performance Monitoring and Measuring The Club will monitor the effectiveness of the SMP by reviewing the following Safety Performance Indicators (SPIs): Hazard and incident (Safety Occurrence) reports; Internal analysis of safety occurrence data and trend analysis. Regular (annual) reviews of the SMP. Safety audit findings, e.g., SAPOL airfield audits Reports from GFA, RAAus and CASA/ATSB. 6.2 Internal Safety Investigation The CSO will facilitate safety occurrence investigation to find systemic causes and implement appropriate corrective action. The objective of any investigation is never to apportion blame but to find out what went wrong and how the club can prevent a recurrence. The club actively encourages the reporting of all safety related occurrences. A written record of all safety investigations will be kept. 6.3 Safety Audit/Review Process In consultation with the SC, the CSO will program & facilitate a regular (annual) review of the SMP and associated processes. The objective of this review will be to ensure that the SMP and associated processes remain simple, effective and relevant to members needs. In addition, the club will participate in external audits and reviews as required. The results of these audits and reviews will be recorded and communicated to the Club Safety Committee and Committee. ASC Safety Management Plan, (Uncontrolled if Printed) 12 of 13
SAFETY MANAGEMENT SYSTEM 7. SAFETY PROMOTION AND DOCUMENTATION 7.1 Safety Training and Education All club members, staff and volunteers of the club are required to be members of the ASC and as such will complete the club s safety induction program. The club s induction program involves every member reading the Club s SMP and ERP and then confirming that they have read and understood these documents. This process occurs when a member joins the club and will be recorded along with other membership details. Contractors to the club are managed on a case-by-case basis by the General Airfield Manager. 7.2 Safety Communication Communication to members and stakeholders occurs by: Operational briefings. The safety notice board in the briefing room, Email communications. Members forums. The focus of these communications is always to inform and to promote a Just Safety Culture and to engage all members and stakeholders with the ASC s Safety Management System. 7.3 Club Documents Adelaide Soaring Club s Risk Register: Maintained by the CSO and available upon request. Adelaide Soaring Club s Emergency Response Plan: Maintained by the CSO and available on the club s web site. Adelaide Soaring Club s Safety Management Plan (This document): Maintained by the CSO and available on the club s web site. ASC Safety Management Plan, (Uncontrolled if Printed) 13 of 13